Learning Development Unit (Quality)

Health and Safety Procedure for Display

Screen Equipment

PROCEDURE NO QAL026.08/000

MANAGEMENT AREA Vice Principal (Resources)

APPROVED BY Senior Management Team

AUTHOR Chris Doyle

DATE ISSUED/REVISED 6 September 2005

1. Purpose

1.1 This procedure is intended primarily to assist line managers to carry out
Display Screen Equipment Assessments on their staff who use computer
equipment for periods of time as defined in this procedure.

2. Scope

2.1 This procedure applies to all staff that use computers. A well as being
available to line managers to assess the suitability of the computer
workstation, it can also be of assistance to computer users to check that their
workstation complies with recommendations in the relevant legislation.

3. Responsibility

3.1 The main responsibility for ensuring this procedure is enforced rests with line
managers as defined in the College Safety Policy.

4. Applicable to

4.1 All staff using computers as defined in the procedure. It does not apply to
students.

5. Definitions

5.1 Display Screen Equipment. The vast majority of the time this will be
computer work stations.

6. Introduction and Overview

6.1 This procedure is intended to assist line managers comply with their duty,
under the Health and Safety (Display Screen Equipment) Regulations 2002.

6.2 All members of staff who use display screen equipment regularly, computers
normally, are required to undergo an assessment to ensure the equipment and
workstation are set at the optimum arrangement so as not to cause health
problems brought on by its use.

6.3 The most common health problems are repetitive strain injury, RSI, work
related upper limb disorder, WRULD, or occupational overuse syndrome.
Other problems associated with prolonged use of this equipment are back and
neck injuries caused by poor posture normally due to incorrect furniture or set
up.

6.4 This procedure is designed to assist line managers carry out such assessments
and to give a brief overview of the requirements of the regulations. A
checklist is provided at the end of this procedure to act as an aide memoir and

Procedure no QAL026.08/000
Page Page 2 of 13
Date 6 Sept 2005
 to record this task (Appendix 1). These Regulations are legally binding on
all employers.

7. What Equipment is Covered?

7.1 The most common equipment covered by the regulations are computers of all
types. This includes conventional display screens and liquid crystal displays.
The Regulations will also apply to emerging technologies, which are not yet
specified.

7.2 Display screens are not purely used for text and the regulations include all
display equipment used to display line drawings, graphs, charts or computer
generated graphics e.g. CAD systems. The equipment covered is not limited
to typical office display terminals but covers non-electronic display systems
such as microfiche. Process control screens may also be covered in certain
applications e.g. power station control rooms.

8. Who is a Display Screen User or Operator?

8.1 The Regulations are for the protection of people, employees and self-
employed who habitually use display screen equipment as a significant part
of their normal work.

8.2 An “operator” is a self-employed person who habitually uses the equipment.

A “user” is an employee who habitually uses the equipment.

8.3 The regulations do not lay down definite hours per day or week to define who
is a user or operator and it is up to the employer to make an assessment to
determine this. When making this assessment the employer must consider
many factors, such as, the frequency, duration, intensity and pace of spells of
continuous use of the display screen equipment. This must also be allied to
other factors such as the amount of discretion the person has as to the extent
and methods of use of the display screen equipment.

8.4 In some cases it will be clear who the users or operators are if the display
screen equipment is more or less in continuous use on most days of the
individuals work.

8.5 As a guide to considering if an individual is a user or operator the following

criteria from the Regulations will be considered:

• the individual depends on the use of display screen equipment to do the

job;

• the individual has no discretion as to the use or non-use of the display

screen equipment;

• the individual needs significant training or skills in the use of display

screen equipment to do the job;

Procedure no QAL/026.8/000
Page Page 3 of 13
Date 6 Sept 2005
 • the individual normally uses display screen equipment for continuous
spells of an hour or more at a time;

• the individual uses the equipment in this way more or less daily;

• fast transfer of information between the user and screen is and important
requirement of the job;

• high levels of attention and concentration are required where error may be
critical.

8.6 From the above criteria the following people are considered users by Stafford
College:

• someone who uses a computer for a period of three hours per day or more,
(This use to include, word processing, e-mail and other software packages)

• teaching staff who us computers to create course material, word processing

and e-mail for a period of 2-3 hours per day;

• course managers who use computers for timetabling, management, e-mails

for 2-3 hours per day;

• telephonists who use computer based telephony systems for a substantial

part of their working day;

• enrolment staff who use the computer for a substantial part of their
working day;

• librarians who use the computer for a substantial part of their working day;

• finance staff who use the computer for a substantial part of their working
day;

• admin staff who use the computer for a substantial part of their working
day;

• IT staff who use the computer for a substantial part of their working day;

• any member of staff who uses a computer for three hours or more on a
daily basis;

• part time staff who use the computer for most of their time when in
college.

(Substantial part of their working day is assessed as more than three hours
per day)

Procedure no QAL/026.8/000
Page Page 4 of 13
Date 6 Sept 2005
9. Assessing and Reducing the Risks

9.1 What do the Regulations require?

9.1.1 The Regulations state - every employer shall perform a suitable and
sufficient analysis of workstations for the purpose of assessing the
health and safety risks to which the users or operators are exposed.
Review the Assessment when necessary. Reduce the risks to the
lowest level reasonably practicable.

9.1.2 "Suitable and sufficient" -

The assessment should first of all identify the hazard and then assess
the risk from that hazard.

A hazard is defined as something with the potential to cause harm;

risk is defined as the likelihood that harm will actually result from that
hazard.

To be suitable and sufficient the assessment should:

(i) be systematic. If there are problems investigate the non-

obvious causes. Poor posture could be a response to screen
reflections or glare rather than unsuitable furniture;

(ii) match the degree of risk present at that workstation. This could
depend on the intensity of the work, high concentration or
demanding performance targets to be met;

(iii) be comprehensive covering the organisation, the job the

workplace environment and factors relating to the individual;

(iv) consider information supplied by the employer and the

employee.

The most practical way of collecting the required information is by

using an ergonomic checklist which could be completed by the user or
by the assessor and user together.

A sample checklist is provided in Appendix 1.

It should be noted though, that whoever is asked to complete this

checklist should have received the necessary information or instruction
before doing so.

Procedure no QAL/026.8/000
Page Page 5 of 13
Date 6 Sept 2005
 9.2 Shared Workstations

9.2.1 Where a work station is used by more than one person, say on shifts,
the assessment must consider all people who use it.

9.3 Who Should do the Assessment?

9.3.1 The assessor should have a reasonable understanding of the regulations

and have the ability to:

• assess the risks from the workstation being used from a

checklist completed by themselves or others;

• be able to call on additional information as required;

• draw up valid and reliable conclusions;

• initiate appropriate action;

• recognise their own limitations and be able to call on expert

help if necessary.

The views of the users should always be considered as an essential part

of any assessment.

9.4 Review of the Assessment

The Assessments need to be reviewed from time to time, and especially if

there have been significant changes to the workstation, such as:

• a major change to the software;

• there have been major changes to the equipment;
• major changes to the desk or chair;
• if the amount of time a person spends on display screen equipment
significantly increases;
• when the workstation is relocated;
• major changes to the surrounding lighting.

9.5 Reducing Risks

9.5.1 For most applications reducing the risks from display screens is simple
and straightforward.

(i) Postural Problems:

These are often overcome by simple adjustments of the

workstation such as repositioning the equipment or adjusting
the chair. Some new equipment is sometimes necessary such
as a footrest or document holder.
Procedure no QAL/026.8/000
Page Page 6 of 13
Date 6 Sept 2005
 (ii) Visual Problems:

These can often be resolved by repositioning the screen or

fitting blinds to the windows to reduce glare. Sometimes the
distance of the screen from the user can lead to a more
comfortable arrangement. Keeping the screen clean will also
reduce visual problems.

(iii) Fatigue and stress:

In the first instance, this may be relieved by implementing the

changes mentioned above. The organisation of the work is
important and some degree of control of the work should be left
with the user. Proper provision should be made for training
and the user given all relevant information on health and safety
related issues.

10. Daily Work Routine of Users

10.1 Employers should plan the activities of users so that their daily routine on
display screen equipment is periodically broken up by non-computing based
activities.

10.2 In most work loads natural breaks or pauses occur as a consequence of the
work, such as answering the telephone or referring to paperwork. Where this
is not the case and use of the screen or keyboard is continuous then deliberate
breaks must be introduced.

10.3 The following guidance on breaks is taken from the regulations:

• breaks should be taken before the onset of fatigue, not taken in order to
recuperate. The timing of the break is more important than the length
of the break;

• breaks, or changes in activity should be included in normal working

time, they should not result in a higher pace of work afterwards to
“catch up”;

• short, frequent breaks are more effective than less frequent longer
ones. A 5 -10 minute break after 60 minutes' continuous screen or
keyboard work is better than a 15 minute break after two hours work;

• breaks can be a change in work activity and are better if taken away
from the computer;

Procedure no QAL/026.8/000
Page Page 7 of 13
Date 6 Sept 2005
 • whenever possible users should be allowed some discretion as to how
they carry out their tasks and control the pace of the work over the
working day.

11. Eyes and Eyesight

11.1 Employers must arrange and pay for eye and eyesight tests to be available to
users who request them. They are to be carried out by a competent person,
which normally means an ophthalmic optician. They will normally state
whether or not a corrective appliance is needed specifically for display screen
work and when re-examination should take place.

11.2 If corrective appliances are needed for this work they must be provided at the
employer’s expense. The cost can not be passed on to the user. It should be
pointed out to employees that this test is only related to a distance of 40 to 60
cm, the normal distance to a display screen. The tests should be carried out on
a regular basis. The initial test will be at the employees’ request and
subsequent tests, at the interval determined by the optician.

11.3 The employer is only liable to provide basic spectacles, which are adequate for
their function. If the employee wishes to select a “designer” pair then the
employer can contribute to the cost, up to the cost of the basic pair and the
employee meets the rest of the cost.

11.4 For staff who classify as users, to arrange an eyesight test contact the Estates
and Facilities Unit, who will provide an authorisation voucher to be used at the
college’s designated optician. Staff are responsible for making their own
appointment. The college will pay the optician direct.

11.5 When the optician prescribes corrective devices for computer work the college
will pay up to £50 for the glasses.

12. Provision of Information or Instruction

12.1 An employer shall ensure that all users are provided with adequate health and
safety information in the use of any work station upon which they are required
to work.

12.2 The main health and safety topics to be covered are:

• to enable the user to be aware of the features that should be supplied

with the work station, such as comfortable, adjustable chairs. The user
should also be aware of undesirable features such as reflections and
glare;

• an explanation of how problems are caused, i.e. static, poor posture

causing back ache and pain.

Procedure no QAL/026.8/000
Page Page 8 of 13
Date 6 Sept 2005
13. Records Produced

13.1 Display Screen User Assessment Form – Appendix 1 - QAL026.8/001

14. Related Documents

14.1 Health and Safety (Display Screen Equipment) Regulations 2002.

14.2 The Management of Health and Safety at Work Regulations 1999

15. Distribution

15.2 College Intranet.

Procedure no QAL/026.8/000
Page Page 9 of 13
Date 6 Sept 2005
 Appendix 1
(QAL026.8/001)

Display Screen Equipment - User Assessment

Name of user: Faculty/Unit:

Date of assessment: Average time on

workstation each day: hours
Assessment conducted by:

Equipment provided:

See notes for managers and users on last page to assist in completion of this assessment.

Ref:
1 General health Yes No
1.1 Have you received training in the use of your workstation to identify
and avoid risks to your health?
1.2 Do you get any aches or pains in the back, neck or shoulders after or
during use of the workstation?
1.3 Do you get any aches, pains, tingling sensations, pins and needles in
your fingers, wrists or arms after or during use of the workstation?
1.4 Do you experience any restriction of joint movement of the fingers or
any difficulty in gripping things?
1.5 Do you get headaches after or during use of the workstation?
1.6 Do you suffer any eye discomfort after or during use of the
workstation, e.g. pain, dry eyes, tired eyes eye strain, eye twitching?
1.7 Do you suffer any blurred vision or difficulty in reading or focusing
after or during use of the workstation?
1.8 Have you been informed that you are entitled to free eye and eyesight
tests if you use the workstation for a substantial part of your working
day?
1.9 Do you use a computer at home or for other employment?
If “Yes” for how long each day?
2 Display screen Yes No
2.1 Can the brightness and contrast be easily adjusted?
2.2 Can the screen tilt and swivel?
2.3 Can the screen height be adjusted, if necessary by building it up on
supports?
2.4 Can the screen be positioned to avoid reflections or glare?
2.5 Is the screen free from flicker?
2.6 Is the information displayed on your screen difficult to read due to it
being too small, fuzzy or poorly defined?
Procedure no QAL/026.8/000
Page Page 10 of 13
Date 6 Sept 2005
3 Keyboard Yes No
3.1 Does the keyboard angle adjust?
3.2 Is the keyboard separate from the screen?
3.3 Is there sufficient space in front of the keyboard to support the
operator’s hands and wrists?
4 Desk or worktop Yes No
4.1 Is there sufficient space to allow a flexible arrangement of the screen,
keyboard, documents, copy-holder, telephone or other necessary
equipment or documents?
4.2 Is there a suitable document holder available if the user requires one?
4.3 Is there adequate space for the user to adopt a comfortable posture?
4.4 Is there adequate, unobstructed knee, leg and foot space below the
work surface, which should not be used for storage?
4.5 Are the cable management arrangements suitable to prevent trailing
cables becoming entangled with the users feet?
5 Work chair Yes No
5.1 Is the chair comfortable?
5.2 Is the chair stable, with five or more castors?
5.3 Does it allow freedom of movement?
5.4 Can the seat height be adjusted?
5.5 Does the back rest have height and tilt adjustments?
5.6 Is there a footrest available if the user requires one?
6 Lighting Yes No
6.1 Is the lighting around the workstation adequate for the tasks being
performed?
6.2 Does the position of the lighting source provide appropriate contrast
between the screen and the background area?
7 Reflections and glare Yes No
7.1 Have glare and reflections been eliminated from the screen?
7.2 If reflection or glare are a problem have the windows been fitted with
suitable blinds, curtains or filters?
7.3 Is the equipment positioned in the correct relationship to the windows?
7.4 Can the amount and direction of natural light at the work area be
controlled by the use of curtains, blinds or filters?
7.5 Can the work area be arranged so that both natural and artificial light
does not cause glare or reflection on the screen which would result in
discomfort for the operator?
8 Electrical supplies Yes No
8.1 Can all items of equipment in the work area be plugged into a socket
outlet without the need for multi-outlet extension leads?
8.2 If multi outlet extension leads are used do any extensions feed other
extensions?
8.3 Do cables need to trail across walkways or other workstations when
plugged into the electrical supply causing trip hazards?
9 Noise Yes No
9.1 Does noise from other equipment cause distraction, or interfere with
speech?

Procedure no QAL/026.8/000
Page Page 11 of 13
Date 6 Sept 2005
10 Heat Yes No
10.1 Does the equipment give off excessive heat which builds up to a level
that causes discomfort?
10.2 Is there an adequate means of dispersing the heat? Fan, window etc.
11 Relative humidity Yes No
11.1 Does the air appear to be very dry?
11.2 Is there a problem with static electricity?
12 Ventilation Yes No
12.1 Is the ventilation in the work area adequate?
13 Software Yes No
13.1 Is the software suitable for its intended tasks?
13.2 Is the information displayed in a format and at a speed which is
comfortable for the operator?
14 Miscellaneous Yes No
14.1 Is there anything else about your workstation which you think may
affect your safety or health, or that you are not sure about and would
like to bring to management’s attention? Comment below.

Actions needed following an assessment (Ref. numbers refer to assessment sheets)

Ref Action Priority

Continue overleaf if necessary.

Date action(s) required by:

Signature of Assessor: Signature of User:

Procedure no QAL/026.8/000
Page Page 12 of 13
Date 6 Sept 2005
 Display Screen Equipment - User Assessment Guidance

Notes for Line Managers

The assessor should be familiar with the Display Screen Equipment Regulations and
Guidance Notes. Assessors should understand the significance of the responses and be able
to instigate remedial action, should it be necessary.

Users are to be informed about the need to carry out the assessments. Users are to be
involved in the assessments. Users are to be informed about their entitlements to eye and
eyesight tests.

Users are to be informed about when there will be a need for breaks in the work, pauses or
changes in activity.

All users should receive adequate health and safety training in relation to their workstation.

Notes for users

Employers have a legal duty to provide a safe and healthy place for you to work. The
workstation that you use must not cause you any health or safety problems, (e.g. vision
problems, headaches, physical problems etc.).

Each workstation has to be assessed and the user informed of the results. Where any serious
problems are identified the employer is obliged to rectify them.

These forms will be kept as a record of your assessment and you may be asked to repeat it
from time to time.

You should complete a new assessment form if there are:

changes to your equipment;

changes to your furniture;
increases in the time you spend operating your equipment;
any noticeable changes to your health; major changes in your software.

Your line manager may not influence your answers or hold any answer against you. Do not
be influenced by other users.

If you have any health problems which you consider may have been caused by using display
screen equipment, or which may be affected by using display screen equipment, you should
inform your line manager immediately. Such problems could include facial dermatitis, eye
strain, musculoskeletal disorder (pains in fingers, wrists, arms, shoulder or back), or if you
are pregnant.

If you have any difficulty in answering any of the questions ask your manager for assistance.

Procedure no QAL/026.8/000
Page Page 13 of 13
Date 6 Sept 2005